Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

We are looking for an organised, technically able and proactive individual who can work on their own initiative, run the office, help us to deliver our programme and support our branches and members.

• Attending to mail, email, telephone/voicemail messages
• Attending Council and Executive Board meetings, communicating regularly with the Convenor
• Scheduling and other meeting administration, including minuting, drafting and circulation of agendas and papers for meetings
• Maintaining effective filing (physical and digital), including servicing our archiving arrangement with the National Library of Scotland

• First point of contact for suppliers, utilities and services
• Managing office premises, ordering supplies
• Discharging Health and Safety requirements including checking of alarm systems, maintenance of fire extinguishers, ensuring records are up-to-date
• Oversee IT hardware, software and systems, including service contracts and cyber security

• Liaison with contracted membership management firm to ensure data is up-to-date and liaison with branches of the Society
• Coordinating mailings
• Sending out pamphlets, etc
• Supporting Saltire Society events including venue/technical/catering, booking system, production and event management and budget management
• Updating the websites
• Assisting with drafting of Society newsletter
• Updating social media channels

• Financial admin including processing invoices and petty cash
• Manage contracts for services and utilities

• At least 3 years’ experience of office work and systems
• A sound knowledge of Microsoft Office Suite and Excel in particular
• Excellent verbal and written communication skills
• Ability to use tact and diplomacy and to deal with people from all backgrounds with assertiveness and confidence
• Ability to work well under pressure and be exceptionally well-organised
• Excellent attention to detail and the ability to multitask in a busy office
• Initiative and self-motivation

• An enthusiasm for, and some knowledge of the Scottish cultural scene
• Experience of social media and updating websites
• Experience of Xero or equivalent
• Experience of organising events

Full‑time (though some flexibility on hours is possible). Salary £30,000–£33,000 per annum, depending on experience.